Approval-Notes Token for Approval-Workflow Emails

When an order passes through the Approval Workflow, approvers can leave comments (sometimes called “approval notes”).

The %Workflow.ApprovalNotes% token lets you surface those comments directly in the “Approval Workflow – Job Approved” message template sent to customers. For newly-created storefronts this token is already present in the default email body; existing storefronts can add it with a quick template edit.

The change also clarifies token behavior: %Workflow.RejectedNotes% and %Workflow.ResubmittedNotes% still populate only when a job is rejected or resubmitted, while %Workflow.ApprovalNotes% is reserved for approved jobs.

3. Key Settings

Setting	Where to Find It	Why It Matters
Workflow Enabled	Configuration > Settings > Approval Workflow Settings > General [Tab]	Must be enabled for any approval-stage emails to send.
Email Submitter on Approval	Configuration > Settings > Approval Workflow Settings > General [Tab]	Approval email will not be submitted unless this is active.
Enable Approval Comments	Configuration > Settings > Approval Workflow Settings > General [Tab]	Allows approvers to leave notes; without it, this section functionality is not applicable.
Message Template: Approval Workflow Approved	Content Management > Email Message Templates > Approval Workflow [Section]	Edit this template to insert or reposition %Workflow.ApprovalNotes%

Plan or Version Differences
• New storefronts (created after the July 2025 release) already include the token and need no manual change.
• Existing storefronts retain their current template until you update it.

4. Use Cases

Print shop transparency – Let customers see the exact remark an approver left (“Artwork meets brand guidelines—proceed to print”).
Agency collaboration – Designers receive context on why a proof was cleared, saving back-and-forth chat.
Educational institutions – Department heads can pass brief instructions (“Use fund 3100”) directly to purchasing staff.
Compliance tracking – Maintain a written record of approval rationale inside each email for audit purposes.

5. Step-by-Step Implementation Guide

Confirm prerequisites
1. Go to Configuration > Settings > Approval Workflow Settings > General [Tab]
2. Ensure Workflow Enabled and Enable Approval Comments and Email Submitter on Approval are On.
Edit the message template (existing storefronts only)
1. Navigate to Content Management > Email Message Templates > Approval Workflow [Section].
2. Search for Approval Workflow Approved and open it.
3. In the Email body (HTML) field, add a line such as:
  
  Notes: %Workflow.ApprovalNotes%
4. Click Save.
Send a test order
1. Place a test order that routes through approval.
2. During approval, enter a comment (e.g. “Approved—ship ASAP”).
3. Approve the job and wait for the Job Approved email.
4. Verify the email shows the comment in place of %Workflow.ApprovalNotes%.
Repeat for localized templates (if you use multiple languages) by inserting the same token in each language’s email body.